hyperion budgeting and peoplesoft hcm planning training manual

Hyperion Budgeting and PeopleSoft HCM Planning Training Manual – Revised 3/13/2017

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Hyperion Budgeting and PeopleSoft HCM Planning

Training Manual


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Table of Contents

New for the FY18 Budget Process: ................................................................................................................ 3

What is Hyperion Budgeting? ....................................................................................................................... 5

Helpful Reference Links on the Hyperion SharePoint Site ............................................................................ 6

Budget Cycle Flowchart ................................................................................................................................ 7

Hyperion Budgeting Task Lists ...................................................................................................................... 8

Budget Cycle Processes ................................................................................................................................. 9

Assignment and Review of State Targets.................................................................................................... 10

Assignment and Review of Contribution Margin Targets ........................................................................... 16

Review and Update Current Year Projections ............................................................................................ 20

Review Days Available for the Upcoming Budget Year ............................................................................... 28

Run and Review Budget Planning Queries .................................................................................................. 31

Applications used for Budgeting Processes ................................................................................................ 37

Make Position Budget Changes in HCM Planning ....................................................................................... 38

Create or Edit Provisional Positions using the HSC Provisional Position Data Page ........................... 42

Position Budgets Page ................................................................................................................................. 54

Entering Multiple Funding Rows in HCM Planning ............................................................................. 59

Set Benefit Rates by Employee Type .......................................................................................................... 61

Make Budget Changes in Hyperion ............................................................................................................. 66

Before You Begin the Budgeting Processes ........................................................................................ 67

Entering Budgets in the HSC Budget Entry Web Form in Hyperion .................................................... 69

Revenue Budgets Tab.......................................................................................................................... 72

Non-Provisional Salary/Benefit Expenses Tab .................................................................................... 73

Provisional Salary & Benefit Expenses Tab ......................................................................................... 74

Total Salary Related FTE Tab ............................................................................................................... 76

Non-Salary Expenses & Adjustments Tab ........................................................................................... 77

Running and Reviewing the Consolidated Budget Recap Reports ............................................................. 79

Explanation of the Budget Recap Report ............................................................................................ 95

Web Forms to Review State Appropriations .............................................................................................. 98

Promote Budget to EC Office .................................................................................................................... 105


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New for the FY18 Budget Process:

Allocation of State Appropriations (Pg. 10-15) The column headings in the web forms used to both assign and review state targets, which include the Assign Dept State Funds (14XXX) Targets web form and the Review State (14001) Target web form, have been updated to reflect YearTotal, instead of Sep as the column heading. As a result, State Appropriations shown in the finalized budget will be allocated evenly over the 12 month budget period.

Current Year Projection for State Appropriations and Transfers (Pg. 21) The current year projection web form depicts projected amounts for most revenue and expense categories for February through August of the current year with some exceptions. State Appropriations will now reflect what was budgeted for the current year to show what the actual spending levels should be in state funds for the current year. Transfers will now reflect actual transfers posted in the current year between September and January only to reflect those commitments that have actually been called upon and transferred in the current year.

Set Benefit Percentage Rates Web Form (Pg.61-65) The Set Benefit Percentage Rates web form, which is used to set employee benefit rates other than the default institutional benefit rates, has been updated for the FY18 budget period. Users can now use a drop down menu in the BegBalance column to select an alternative benefit rate other than the default rate shown. The web form now shows each reporting period in respective columns, and upon saving the web form the new benefit rate selected will populate


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in the cell for each month. The benefit expense budgets will be adjusted based on the new rate selected and will be reflected on the HSC Budget Entry web form.

New Budget/Reporting Expense Categories (Pg. 77-78) Consistent with the recent UT System mandated reporting change to reduce the amount reported in “Other Operating Expenses”, newly created budgetary accounts will display on web forms and reports during the FY 2018 budget process separately from Other Operating Expenses and will be available for budget entry on the Non-Salary Expenses/Adjustments tab of the HSC Budget Entry web form. The new expense accounts include:

o Fees and Other Charges (Oth Charges) o Insurance Costs/Premiums (Professional Liability Insurance-PLI) o Royalty Payments (Royalty Expense) o Membership Dues (Memb Dues) o Registration Fees/Meetings/Conferences (Regist Fees Mtgs Conf)


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What is Hyperion Budgeting?

• Hyperion Budgeting is an Oracle Web-based budgeting and planning application, driving collaborative budget planning processes throughout the organization for a wide range of financial and operational needs.

• Hyperion Budgeting gives Web users the ability to enter, analyze, and report on data, as well as manage the planning process.

• Hyperion Budgeting is a comprehensive approach for the complete and closed-loop planning process that drives continuous business improvement.

• With Hyperion Budgeting, all decision makers and front-line managers can communicate which course of action to take and encourage budget holders to collaborate so that the planning process is optimized and efficient.

Note: This training guide is primarily focused on the departmental user task list, but the concepts within this guide can be applicable to the EC admin and the School of Medicine task lists.


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Helpful Reference Links on the Hyperion SharePoint Site

The following items are available on the Hyperion Budgeting SharePoint site. These reference materials are intended to assist you during the budgeting processes. The Hyperion SharePoint site can be accessed through the below link:

https://hscshare.uthscsa.edu/sites/budget/Hyperion/SitePages/Home.aspx

• Glossary – The Glossary includes definitions of the key terms discussed throughout the training.

• Hyperion Budgeting FAQs – Browse through the FAQ document to find out if your questions may already be answered.

• Hyperion Admin Mailbox [email protected] – Contact the Hyperion Admin Mailbox for procedural questions which are not already covered in the FAQ document, or for issues regarding access to the Hyperion SharePoint Site.

• Transition Solutions (DCATS) Email [email protected] – E-mail DCATS for assistance with technical issues.

Hyperion Budgeting SharePoint site:

https://hscshare.uthscsa.edu/sites/budget/Hyperion/SitePages/Home.aspx

mailto:[email protected]

mailto:[email protected]


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Budget Cycle Flowchart

The budget cycle involves many steps and includes several parties. The below flowchart illustrates the overall budget cycle. The column headers indicate which party is performing the process or making the decision listed in the designated column. At the beginning of the budget cycle, UT System will distribute operating instructions to each institutions which specify submission deadlines and other budget guidance. The Budget Office will first meet with executive management to determine the institutional strategies for the upcoming year before assigning state fund targets and contribution margin targets for non-state funds to each Executive Committee, or EC office. The EC office in turn will then distribute departmental targets to each of their reporting units. Finally, the process flows to the individual departments who will set the budgets for their respective areas. After departmental budgets have been prepared, they are reviewed by the EC office and the Budget Office; however UT System ultimately holds the institution responsible for the overall consolidated budget.


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Hyperion Budgeting Task Lists

Task lists are a means of obtaining and entering information, and are guides for completing budget and reporting processes in Hyperion. Budget steps in Hyperion will be performed using one of two task lists. Executive Committee members will utilize the EC Admins Task List and Departmental budget users will utilize the Department User Task List. These task lists are provided to guide users through the various steps of the budget cycle. It is important to remember that not all tasks contain web forms or reports. Some tasks are listed simply as a reminder of a process step that must be performed outside of Hyperion. In addition, some tasks will need to be accessed as needed throughout the planning process as changes are made.


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Budget Cycle Processes

The budget processes can be split into three general categories displayed in the diagram below.

• Preliminary Processes are steps that are performed in preparation for the budgeting processes.

• Budgeting Processes are the steps involved in actually establishing your budget for the upcoming fiscal year.

• Budget Review and Submission Processes include the steps taken to review the budget you have established and to promote your budget to the Executive Committee office.

Notice that the bullet points nested within each category are very similar to the task list steps in Hyperion and the steps within the Budget Cycle Overview Flowchart. Please keep in mind that some of these tasks may need to be completed at various times throughout the budget process as users review and make changes to their budgets.


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Assignment and Review of State Targets

The Preliminary budget processes begin with the assignment and review of state targets. A State Target can be defined as the allowable budget distributed to departments by its Executive Committee, or EC, office at the project ID level in state funds, which encompasses the fund groups beginning with 14xxx. Departments should not exceed this targeted budget for state funds. State funds targets are distributed by the Budget Office to each Executive Committee office at the beginning of the budget cycle. Based on strategies and funding decisions approved by executive management, each EC office is then responsible for allocating their overall State Target amount to Departments within their respective areas at the PID level. The amount distributed to each PID is referred to as the state target. Hyperion is used to distribute and review the utilization of the state targets. The EC office will distribute targets for all State Fund Groups (14XXX) to their respective units using the Assign Department State Funds (14XXX) Targets task in the EC Admins task list.


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To review the State Target distributed by the EC, the departmental budget user will go to the

Review State (14001) Target task in the Dept User task list. The web form tied to this task is primarily used to ensure that department’s overall state expense budget is within the target amount provided by the EC office.

1. To review the State Target assigned by your EC, you will need to log in to Hyperion by first accessing the portal at http://inside.uthscsa.edu. Log in using your UTHSCSA credentials. (Note: Steps to log in to Hyperion via the portal will only be included in this section.)

2. Click on HSC Business Applications.

http://inside.uthscsa.edu/


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3. Click on the Hyperion Planning link.

4. Sign in to Hyperion using your HSC credentials.


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5. Click on HYPPBR.

6. Expand the My Task List section by clicking on the plus sign.


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7. Expand the Dept User task list.

8. Select Review State (14001) Target from the task list.

9. Make an Entity and PID selection using the member selection dropdown boxes. When you have made your criteria selections, click the GO button.


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The Review State (14001) Target web form calculates the Total Operating Expenses in fund 14001 for the Entity and PID criteria selected, and compares it to the state target amount distributed by the EC office. This web form is grayed out, indicating it is for informational purposes only.

If the PID has an expense budget which is less than the state target, you will see a positive amount calculated in the field labeled Under/Over Distribution. If the PID has an expense budget which exceeds the allowable state target, a negative amount will be calculated. Departments will need to review State Targets throughout the budget process as changes are made to state 14001 funds.

Note: State Appropriations are loaded to the budget based on the targets assigned during the budget process. In previous budget cycles, State Appropriations were loaded entirely in the month of September. Beginning in FY18, State fund targets will now be allocated in YearTotal. As a result, the State Appropriations budget will be distributed evenly over the 12 month budget period.


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Assignment and Review of Contribution Margin Targets

In addition to State Targets, an all funds Contribution Margin will be calculated by the Budget Office and will be distributed to EC offices. In turn, EC offices will establish and assign the Contribution Margin Targets to their respective departments using the Assign Dept Contribution Margin Target web form located in the EC Admins task list.

A Contribution Margin is the minimum targeted Adjusted Margin each department is required to achieve when developing its operating budget.

The Adjusted Margin is the dollar measure of profitability after accounting for all operating costs, and is calculated by subtracting operating and non-operating expenses from both operating AND non-operating revenues.

It is necessary for departments to retain some level of Adjusted Margin to help compensate for various unfunded institutional costs such as depreciation, utilities, and other benefits costs. Collectively, this will allow the institution to achieve a consolidated balanced budget. While these costs are not directly attributable to one specific area, they are real to the institution and we need to financially demonstrate to UT System and the State of Texas that at a consolidated level we are able to cover these costs. It is important to note that while a positive contribution margin is required, the margin will not be swept by the institution. The margin will be retained by the department and will ultimately improve its financial condition.


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Please be aware that some fund groups will not have a contribution margin. State funds and Restricted Grants and Contracts funds typically will have break even margins. When State Targets are allocated, the expectation will be that the funds will be fully expended, as any unused funds will lapse and must be returned to the State. Generally Accepted Accounting Principles, or GAAP policies require revenue for Restricted Grants and Contracts funds to be equal to expenses.

Review Departmental Contribution Margin Targets The EC office will assign a Contribution Margin target to their respective units using the Assign Dept Contribution Margin Target web form located in the EC Admins task list.

a. The top section shows the Contribution Margin assigned to the EC by the Budget Office. b. The middle section will be used by the EC to distribute targets to departments. c. The bottom portion calculates if the EC office has under or over distributed.

In the screen shot example below, the EC assigned $500,000 as the Contribution Margin target in department D1300.


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To review the Contribution Margin target assigned by the EC, the departmental budget user in department D1300 can access the Review Contribution Margin Target web form located in the Dept. User Task List.

To access the Review Contribution Margin Target web form:

1. First navigate to and expand the Dept. User Task List. 2. Select Review Contribution Margin Target.

3. Use the member drop down menu to select the desired Entity. Click the arrow button.

4. This web form is primarily used to ensure the department’s overall budgeted Adjusted Margin meets or exceeds the Contribution Margin Target amount assigned by the EC office. Notice this web form is grayed out, indicating it is for informational purposes only.


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Note: For budgeting purposes, South TX. DSRIP funds (funds 22900 & 22915) are not required to be included in our Annual Operating Budget. Therefore, the Review Contribution Margin web form has a column to exclude budgets related to these funds. Departments are still required to submit a budget for these funds for internal planning and reporting needs, but they are not considered for contribution margin purposes. EC Offices should distribute the departmental Contribution Margin Target exclusive of South TX. DSRIP funds.

In this example, department D1300 has been assigned a Contribution Margin target of $500,000, but the calculated Adjusted Margin is only $399,020. In this case, the department will need to make the necessary budget adjustments to meet or exceed the Contribution Margin Target of $500,000. Keep in mind that Contribution Margins may need to be reviewed throughout the budget process as changes are made. At a minimum, the Contribution Margin should be reviewed both at the beginning and at the end of the budget cycle (before promoting budget) to ensure the Contribution Margin Target has been met.


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Review and Update Current Year Projections

Current Year Projections are calculated estimates of how operations will progress during the remainder of the fiscal year based on the collection rate of revenues and the spend rate of expenses of the previous 12 months of operations. Current Year Projections must be made in order to calculate an ending balance for the current fiscal year, which will become the beginning balance for the upcoming budget year. The beginning balance gives budget users a starting point for their budget and is necessary to budget appropriately for the next fiscal year. For budgeting purposes, the Current Year Projection web form is available for users to review and update as needed. The Current Year Projection web form is pre-populated with calculated data and will provide departments with a starting point for their upcoming budget year. The totals on the Current Year Projection web form will then be used to pre-populate the data on the HSC Budget Entry Form. Users do not need to validate these scripts, as the data has already been validated by the back office For budgeting purposes, keep in mind that State Funds and Restricted Grants & Contracts funds will not have balance forwards. There is no carryover of unexpended state funds from one year to the next. In addition, Grants and Contracts funds only recognize revenues to the extent of expenditure activity for the current reporting year, which is consistent with the way these funds are reported on the annual financial reports as required by Generally Accepted Accounting Principles, or GAAP. Users should not be budgeting against their balance forwards unless they have specific approval from their EC office to do so. However, if you note a material discrepancy in your projected ending balance you are able to correct the budgeted Beginning Balance by making changes to the Current Year Projections.


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Current Year Projection Calculation The pre-populated current year projections are calculated using both current year actual data AND prior year actual data. This results in a more accurate projection as it uses a complete year of actual operations as the base of the calculation.

For the current fiscal year, Hyperion will pull in the actual data from PeopleSoft for September through January. For the reporting periods February through August, Hyperion will calculate a projected expense amount per month using the following calculation:

The Current year projection equals the sum of the prior year actuals for February through August and the Current Year actuals for September through January, divided by 12 months

If the calculated projection is unreasonable due to foreseen circumstances, the expected amount for February through August can be manually changed in the Projection View web form, and can be changed by quarter, or by individual reporting period.

Note: This calculation is used for both Revenues and Expenses with the following exceptions:

1. Restricted Grants & Contracts funds revenue per period is recognized to the extent of the expenses. Therefore, the revenue projection for these fund groups will be equal to the expense projection.

2. State Appropriations reflects what was budgeted for the current year to show what the actual spending levels should be for the current year.

3. Transfers reflect actual transfers posted in the current year between September and January only to reflect those commitments that have actually been called upon and transferred in the current year. Departments and EC Offices can update the Projection web form for Inter- and Intra-Department transfers for February through August, but Departments will need to coordinate with their EC Office for Institutional and EC Commitments. In addition, EC offices have the ability to update EC Commitments, but will need to coordinate with the Budget Office for Institutional Commitments.


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Steps to Review/Update Current Year Projections 1. To review/update current year projections, you will first log in to Hyperion and click on

HYPPBR.



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3. Current Year Projections can be accessed from both the EC Admins Task List and the Dept User Task List. If you are a departmental budget user expand the Dept User Task List.

4. Select the Review Current Year Projections and Update as Needed task.

5. Make an Entity, Fund and PID selection using the member selection dropdown boxes. When you have made your criteria selections, click the GO button.


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6. There are 3 tabs used to review/update current year projections.

7. Click on the Actual View tab. Data in the Actual View tab feeds directly from PeopleSoft financials and shows actual current year activity for September through January. Data in this tab is grayed out, preventing data entry, and is for informational and review purposes. Data is presented by budget category and reporting period in a grid format.

8. Click on the Projection View tab. Data in the Projection View tab also shows actual current year activity for September through January, but for reporting periods February through August the form displays a pre-calculated projection amount for each budget category. The Projection View uses both the actual and projection data to calculate a current year ending balance. The current year ending balance will become the beginning balance for the upcoming budget year, providing a starting point for the budget. Departments have the ability to make projection changes for the months of February through August in cells which do not appear gray. Changes can be made on a quarterly basis or by individual reporting period by expanding each quarter as needed and entering the new projection figure in the respective cell. Upon saving the data, projection changes which are made will affect the current year Change in Net Position and Ending Net Position projections.


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9. To make projection changes, enter a projected amount on a quarter or individual

month. Click Save.

Note: As previously mentioned, amounts in grayed out fields for February through August must be updated by the school of medicine dean’s office or the budget office. Departments should contact their EC office to request a change to these fields. Upon approval, the EC office should contact their budget office financial contact to make the change.


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10. The Beginning Net Position, Change in Net Position and Ending Net Position are located at the top of the web form and highlighted in blue. This allows users to easily monitor how the projection changes they have made affect their Ending Net Position. The Projection View web form also calculates sub-totals, which are highlighted in orange.

11. In addition, departments now have the ability to make changes to inter and intra fund transfer accounts which appear non-gray, but should contact their EC office if additional changes are desired for EC and Institutional Commitment transfers.


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12. The EC office should review, approve, and enter any EC Commitment Transfers under their task list, and forward any requested Institutional Commitment Transfer adjustments to their budget office financial contact to make the appropriate change.

13. Click on the Balance Forward View tab. As the aggregation process runs, the current year ending balance from the Projection View is copied to the beginning balance for the next fiscal year and is presented on the Balance Forward View tab. This is an informational web form that is designed to assist you to easily monitor the beginning balance for the upcoming budget year.


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Review Days Available for the Upcoming Budget Year

The number of Days Available is equal to the number of working days in the year, including Mission Critical days, minus UTHSCSA holidays. This is a reference web form that will primarily be used by clinical departments to help in the planning of their clinical activities or other activities that are dependent or driven by the number of working days in a fiscal year. It can also be a helpful tool to all budget users for instances when revenues or expenses need to be spread based on seasonality.

1. To view the Days Available for Upcoming Budget Year, log in to Hyperion and click on HYPPBR.


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3. Click the plus sign to expand the Dept. User Task List.


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4. Click on the task labeled Review Days Available for Upcoming Budget Year. The number of Days Available shown in the Year Total column is equal to the number of working days in the year, including Mission Critical days, minus UTHSCSA holidays. The web form also presents the number of days available per reporting period.


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Run and Review Budget Planning Queries

The Budget Planning Queries are run in the Human Capital Management, or HCM, application and list all positions owned and/or funded by a specific department. Note: This task list item does not have an associated web form in Hyperion and is intended simply as a process guide. At the beginning of the budget cycle, the budget office will take a snapshot of all active positions, including both vacant and filled positions. The data captured by the snapshot is loaded into the HCM planning environment and is available for users to make budget adjustments for any known position funding changes that will occur within the next fiscal year. The HCM budget planning queries summarize the position data housed in HCM and will reflect any funding changes made in the HCM planning environment. The budget planning queries can be run as needed to review changes made in HCM Planning during the budgeting process, however it is recommended that at a minimum you run and save them in an Excel format both at the beginning and at the end of the budget planning process. Before any changes have been made in HCM, run the reports to identify positions that were loaded into the planning environment at the beginning of the process. Then run the reports again after all of your position budget adjustments have been saved. By comparing the query run at the beginning of the process to the query run at the end of the process, you can easily identify the funding changes made during the planning phase. Save the files in a safe place in case you need to refer back to them at a later date. The query sets listed below reflect positions which are owned by a specific area versus positions which are funded by a specific area. A position can be owned by one area, but funded by another. Run the queries which are most relevant and helpful to your budget review needs.

Additionally, the budget planning queries were designed to list both the actual current positions AND any provisional positions created during the planning phase. The queries ending in “ALL” include both current and provisional position data. The queries ending in “PROV”


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include only provisional position data. All four of the budget planning queries will pull in data for hourly positions, if applicable to the criteria selection.

HCM Budget Planning Queries:

Lists positions OWNED by a specific area:

HSC_DEPT_BUD_PLANNING_RPT_ALL HSC_DEPT_BUD_PLANNING_RPT_PROV

Lists positions FUNDED by a specific area:

HSC_DEPT_BUD_PLAN_RPT_F_O_ALL HSC_DEPT_BUD_PLAN_RPT_F_O_PROV

Steps to Run the Budget Planning Queries in HCM and Exporting to Excel

1. First, navigate to http://inside.uthscsa.edu/ and log in to the portal using your User ID and Password.



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2. Once signed into the portal, click on the HSC Business Applications link within the Enterprise Menu.

3. Then click on the Human Capital Management link.


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4. You will be directed to the HCM menu, which will be used to access the HCM queries and Budget Planning pages.

5. Select Reporting Tools from the Menu.

6. Click on Query Viewer


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7. Enter the query name in the field box and click Search.

8. Click on the Excel link

9. You will be prompted to enter the Department ID. Enter the department ID and click View Results.


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10. Click Open

11. The Query will open in Excel.


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Applications used for Budgeting Processes Both the HCM Planning and Hyperion applications will be utilized for the budgeting processes.

• HCM Planning is used to make necessary position funding changes, including wages for hourly positions, and is now used to create and budget for provisional positions.

• Hyperion is used to budget for Revenues, any salary provisions which are not entered in HCM, benefit allocations, non-salary expenses, and transfers & other adjustments.


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Make Position Budget Changes in HCM Planning

Begin the budgeting processes by first making Position budget changes in HCM Planning for any position changes that will occur in the upcoming fiscal year. The Hyperion Task List item Make Position Budget Changes in HCM does not have a corresponding web form in Hyperion, and is simply a reminder to complete this task.

You will need to access the PeopleSoft HCM planning pages by first logging in to the online UTHSCSA portal and navigating to the HCM application. Examples of budget changes made in HCM Planning are salary changes, FTE adjustments, funding source changes, and provisional position creation.


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1. To access HCM Planning first navigate to http://inside.uthscsa.edu/ and log in to the portal using your User ID and Password.

2. Once signed into the portal, click on the HSC Business Applications link within the Enterprise Menu.



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3. Then click on the Human Capital Management link.

4. You will be directed to the HCM menu, which will be used to access the HCM queries and Budget Planning pages.


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There are two pages in HCM Planning that will be used during the Budgeting Processes.

1. Position Budgets – Used to make position funding changes for both vacant and filled current positions, and to make funding changes for newly created provisional positions.

2. HSC Provisional Position Data- Used to create or edit provisional positions. Provisional Positions are planned new positions that have not yet been created, but which need to be budgeted in the upcoming fiscal year.


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Create or Edit Provisional Positions using the HSC Provisional Position Data Page

Users have the ability to create provisional positions, and budget for these positions in HCM rather than in Hyperion. The creation of provisional positions in HCM allows users to tie the budget amounts and the FTEs to actual position numbers, and assists the EC office to better review the salary needs for their departments.

1. To begin, navigate from the main menu to the HSC Provisional Position Data page. First click HSC Custom Components, then Planning Budget, Use, and finally select HSC Provisional Position Data.

You will be directed to the HSC Provisional Position Data search page. Here you are able to search for a provisional position which has already been saved, or to create a new provisional position. A previously saved provisional position can be searched for by using the position number, description, position status, department, or job code.


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2. Enter the criteria in the field box and click the Search button. To view all positions within a department enter the department ID and click Search.

Note: All provisional position numbers will begin with a capital P.

3. From the search results, click on the position you would like to view within the menu. If changes or corrections need to be made to a provisional position, be sure to check the Correct History box.


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4. If you need to create a new provisional position, click on the Add a New Value tab.

5. On this tab you should see a Position number with several zeroes. Click the Add button.

You will be directed to the Provisional Position data entry page, which contains two tabs used to enter the information required to create a salary or hourly provisional position. The first tab requires four fields to be populated including the Job Code, Pay Group, Full Time/Part Time selection, and the Department Owner. All four of these fields must be populated before moving on to the next tab. If these four fields are not completed first, the form cannot be saved correctly. After the required fields have been entered, click on the Detailed Position Description link.


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Note: Although the position status field displays a status of Approved, this does not actually mean that the request for the provisional position has been approved, and does not bypass the current recruitment or PCM process. The process of creating provisional positions is a means to budget for anticipated positions, and aids in the review process by providing a way to tie provisional salaries/wages to a job code or FTE.


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6. First, enter the Job Code by clicking on the magnifying glass icon.


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7. Use the Search function to locate the correct Job Code for the provisional position. Make your selection by clicking on the correct Job Code from the search results.

8. Next, select a Pay Group by clicking on the magnifying glass icon beside the Pay Group

field. Be sure to use the correct pay group field if you are creating a provisional hourly position. Pay Groups for hourly positions will be HRL, N24, or RWH. Refer to the Hyperion Budgeting SharePoint site for Pay Group information if needed.


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9. Then use the scroll bar to locate the correct Pay Group. Make your selection by clicking on the Pay Group from the search results.

10. By default, the Full/Part Time field will be pre-populated with the Full-Time option. If the provisional position which is being created will have an FTE of less than 1.0, or will be less than 100% effort, use the Full/Part Time dropdown box to change the selection to Part-Time.


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11. Finally, enter the Department ID. To select the Department ID that will own the position, first click on the magnifying glass icon beside the Department field box.


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12. Use the search function to locate the correct department. Then click the appropriate department from the search results to make a selection.

13. When all four required fields have been populated on the first tab, click on the Detailed Position Description link.


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14. The Detailed Position Description link will bring up a text box for you to type comments, which should explain the relevance and need for the provisional position being created. These comments will aid the EC office in their review process. By default, the job description will be displayed in the Detailed Position Description Window.

When you have finished typing your annotation, select OK.

15. To finish creating the provisional position, navigate to the second tab.


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16. Click on the arrow to expand the Education & Government section.

17. Enter the position FTE amount. If the provisional position will be full-time or 100%

effort, the user must enter an FTE value equal to 1.0. If the position was selected to be part-time, the user must enter an FTE value which is less than 1.0. The FTE amount entered should only be carried out two decimal places. When you have populated the FTE amount, click Save.


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18. You should see a position number beginning with a capital P created in the top left of the form indicating that the provisional position has been saved.

After provisional positions are created in the HSC Provisional Position Data page, the corresponding funding information needs to be entered in the Position Budgets page. Refer to the Position Budgets Page section of the training manual for instructions to fund newly created provisional positions. Make note of the new provisional position number and navigate to the Position Budgets page to enter the required funding information. The Position Budget Page in HCM Planning allows funding changes for the Earn Code, the Combination Code, the Percent Effort, and the Budget Amount. All of these fields will need to be populated for the newly created provisional position.


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Position Budgets Page The Position Budgets Page is available for departments to make funding changes to all positions, including vacant, filled, provisional, and hourly positions.

1. To begin, navigate from the main menu to the Position Budgets page. First, click HSC Custom Components, then Planning Budget, Use, and finally select Position Budgets.

You will be directed to the Position Budgets search page. To enter or edit funding information for current positions and provisional positions which already have funding data, use the search menu on the tab labeled Find an Existing Value.

2. Search using the position number, the Employee ID, name, or department ID. To view all positions in your department, you can enter your Department ID and click Search. Select the position you would like to update from the search results.


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3. Be aware that a newly created current or provisional position cannot be searched from the Find an Existing Value tab until a funding source has been entered. In this example, we will enter funding information for a newly created provisional position. To begin, access the position budget funding page from the Add a New Value tab.

4. Enter the provisional position number in the field box and click the magnifying glass icon to search. Recall that provisional position numbers will begin with a capital P.


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5. Select the position from the search results.

6. Click Add.


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When you have selected a position to update you will be directed to the Position Budgets page used for budget changes. You should see an Effective date of 9/1/20XX. You should see Step 4, and you should see the word PLANNING in all caps at the top of the page. If you do not see these three items, you are not in the budget planning page.

7. Begin entering the required funding information. Select an Earn Code by first clicking on the magnifying icon. Make a selection from the Look Up Earn Code window.


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8. Next, select a combination code by first clicking on the magnifying icon. Use the search window to locate the intended combo code and select it from the list.


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9. Enter the Percent Effort and budget amount and update the funding begin and end dates as necessary. Click Save.

Entering Multiple Funding Rows in HCM Planning During the Planning Budget timeframes, departments are able to enter changes and allow for multiple funding end dates. This is primarily for grants that expire before the end of the fiscal year.

1. Click on the , to either insert a new blank funding row, or to remove an existing funding row.


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2. Enter the desired Earn Code, Combination Code, Percent Effort and Budget Amount. 3. Enter the correct Funding Begin Date for this Combination code 4. Enter the correct Funding End Date for this Combination code

Funding Begin and Funding End dates must be consecutive. You cannot skip days or months in between the funding rows entered. Click Save and ensure that the Partial Percent Effort and the Partial Budget Amount fields updated correctly. If you searched by your department id, you may click on Return to Search or Next in List to view the complete list of positions. If you searched by a specific position, you will click on Return to Search to enter the next position number.

After all changes have been entered and saved, queries should be re-run to view the changes entered. Users should keep in mind that Hyperion will not be updated with the revised salary amounts until the next scheduled 30-minute update process completes.


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Set Benefit Rates by Employee Type

When the budget planning process begins, the staff benefits amounts for all PIDS will be calculated using defaulted institutional rates, and will be pre-populated on the Set Benefit Percentage Rates (optional) task based on the salary amounts feeding in from HCM.

Default Benefit Rates: Faculty - 21%

TA - 10% A&P and Classified - 29% However, departments will have the option to select percentages other than the defaulted institutional rates which may be more applicable to their respective units. If an alternative benefit rate is selected, the staff benefits budget amounts in the HSC Budget Entry web form will be automatically calculated and populated during the refresh process, and will be based on the new benefits rates selected and any changes made to the position budgets in HCM Planning.

Range of available benefit rates: Faculty: 12%-23% TA: 10%-15% A&P and Classified: 24%-35%

Departments only need to select one PID for each entity (Dept. ID) that they are changing. Once the user changes the rates on this PID, it will change the rates for all PIDs within that Entity. However, users should NOT select a state funds PID as benefits are budgeted on state funds at the institutional level. Users will receive an error if attempting to update benefit rates on state funds. If the default institutional benefit rate is retained, no action is needed. The web form will automatically populate the benefit amounts based on the default rates. As changes are made to the position budget in HCM planning, the benefit amounts calculated in Hyperion will update after the next scheduled 30-minute refresh process completes.


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1. To change the default benefit rates, log in to Hyperion and click on HYPPBR.



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4. Click on the Set Benefit Percentage Rates (optional) task. 5. Make an Entity, Fund and non-state PID selection using the member selection dropdown

boxes. When you have made your criteria selections, click the GO button. The web form will show the pre-loaded default benefit rates by employee type and reporting period.


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6. To change a benefit rate for any employee category click in the BegBalance column, select the drop down arrow, and select a new benefit rate from the menu.

7. The new benefit rate selected should appear in the BegBalance column. Click Save.


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8. Upon saving the web form, a business rule will run and will populate the new benefit rate to show in the respective cell for each reporting period. A window will appear indicating the process ran successfully. Click OK.

Note: The columns in this web form for each reporting period (month) are read only and serve as a visual confirmation that the rates have been copied upon save.

Note: After the refresh process runs, the benefit expenses will be adjusted to the new benefit rate selected and will be reflected on the HSC Budget Entry web form (discussed in next section). Future automatic benefit calculations based on changes made in HCM Planning will use the new benefit rates selected.


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Make Budget Changes in Hyperion

After you have made the necessary position budget adjustments in HCM, and adjusted benefit percentage rates as needed, Hyperion is used to continue budgeting for revenues, other salary provisions, non-salary expenses, and transfers. The HSC Budget Entry web form is provided to guide you through the process of making your budget changes in Hyperion and contains 5 tabs labeled as follows:

1. Revenue Budgets 2. Non-Provisional Salary/Benefit Expenses 3. Provisional Salary/Benefit Expenses 4. Total Salary Related FTE 5. Non-Salary Expenses/Adjustments

Note: As further discussed in the section labeled Non-Salary Expenses/Adjustments, budgets for Transfers In/Out will need to be coordinated with your EC office and will be entered in Hyperion by the Budget Office.


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Before You Begin the Budgeting Processes Before you begin navigating through the tabs in the Budget Entry form, keep in mind that the way in which you enter your budget can affect monthly variance reporting. It is optional for users to enter budget totals for the entire year, by quarters, or by individual reporting periods. If budgets are entered for the entire year in the Year Total column, the Hyperion monthly variance reports will return an equally distributed amount of the total budget for each reporting period. This equal distribution may contribute to and increase report variances. Instead, it is recommended that users enter budgets for operations in the reporting period in which they are expected to occur.

1. To expand the Year Total column to see Sum Quarter columns, click on the plus sign next to YearTotal

2. To expand each quarter to see columns by individual reporting period, click on the plus sign next to the Quarter you want to expand.


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3. Enter budget amounts in the desired reporting period.

Summary Totals Grid The Summary Totals grid is presented on each tab of the Budget Entry Form on the right side of your screen. It is a tool provided for you to easily see the consolidated totals for all budget categories in a Profit and Loss format and allows you to monitor the Net Change for the specified point of view criteria. The data feeding into the Summary Totals grid will update as changes are made to the HSC Budget Entry web form and saved. Users should save their changes before leaving each tab within the web form.


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Entering Budgets in the HSC Budget Entry Web Form in Hyperion

Now you can begin navigating through the tabs in the HSC Budget Entry web form.

1. To enter budget changes, log in to Hyperion and click HYPPBR.



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4. Then click on the Make Budget Changes in Hyperion for Upcoming Budget Year task.


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5. You will be directed to the HSC Budget Entry web form, which is provided to guide you through the process of making budget changes in Hyperion. The HSC Budget Entry web form is composed of 5 tabs.

6. To begin updating the form you will first select an Entity, Fund, and PID using the dropdown member boxes. When you have selected your member criteria, click the arrow button. These parameters will remain the same as the user navigates through each tab within this form.

Note: Navigate through each tab in the HSC Budget Entry form by clicking on the respective tab.


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Revenue Budgets Tab The first tab, labeled Revenue Budgets, will be used to budget for various types of revenues expected to be received in the upcoming fiscal year such as Auxiliary Revenue or Sales and Services Revenue. The revenue data will be pre-populated, and is based on the Year Total amount from the Current Year Projections page. The pre-populated data is meant to provide a starting point for your revenue budget, but adjustments can be made to these amounts based on your budget plans for the upcoming fiscal year. The State Target will be presented on the State Appropriations line and will appear grayed-out. Other revenue line items may appear gray if the amounts are entered on another web form or by the EC or Budget Office. Revenue budgets cannot be entered for state funds or for Restricted Grants and Contracts funds. The budgets for Sponsored Program Revenues in Restricted Grants and Contracts (funds 40000-44999) will automatically populate to the extent of budgeted expenses. Revenue budgets will periodically update as the expense budgets in these fund groups are adjusted and the aggregation process completes, such that the margin in this fund group series nets to zero.

7. Click on the Revenue Budgets tab to enter expected revenues and save the data. Users may enter budgets in the individual month/quarter columns by expanding the Year Total column.


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Non-Provisional Salary/Benefit Expenses Tab The second tab, labeled Non-Provisional Salary/Benefit Expenses, will be used to budget salary and benefit related expenses that are tied to current existing positions, whether filled OR vacant. This tab contains fields which have been grayed-out and fields which are not gray. The fields which are grayed out contain data that is either pulled in from HCM Planning or calculated based on the default benefit rates or the rates selected in the Set Benefit Percentage Rates task. The information pulled in from HCM includes salary data based on the information entered into the HCM planning pages, including Wages and newly created provisional positions. If adjustments are needed, return to the HCM planning pages to make the necessary changes. Remember that data feeding from the HCM planning pages will update in Hyperion every 30 minutes. The fields which are not gray allow users to enter a budget for certain salary expenses which cannot be budgeted for in HCM. Examples include faculty additional services and faculty incentives.

8. Click on the Non-Provisional Salary/Benefit Expenses tab to enter salary budgets not entered in HCM and save the data.


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Provisional Salary & Benefit Expenses Tab The third tab, labeled Provisional Salary & Benefit Expenses, will be used to enter provisional salary and benefit expense budgets. Provisional Positions are planned new positions that have not yet been created, but which need to be budgeted in the upcoming fiscal year. This web form also has fields that are both grayed out, and not grayed out. The fields that are grayed out are pulling from HCM based on the information entered on provisional positions in the Position Budgets page. The fields which are not gray allow users to enter a budget for certain provisional salary and benefit expenses which cannot be budgeted for in HCM. Expenses that are entered in the web form will be highlighted blue when the data is saved. Examples of provisional expenses include Other Faculty Expense Provisions, Salary Savings Provisions, Other Salary Provisions, and Provisions for Merit Increases.

• Salary Savings Provisions accounts should be used if salary savings are anticipated, but have not been identified at the position level.

• Other Salary Provisions and Other Wages Adjustments accounts should be used to reflect changes to salaries that have not yet been approved or identified at the position level, such as market adjustments, promotions, etc.…

• Provisions for Merit Increases accounts should be used to account for the allocation of the Merit Pool dollars in years where a formal institutional merit process has been approved. Users should NOT enter an amount in this field unless there has been a formal merit policy implemented AND have received instruction from the EC office to do so.

• Other Benefits Adjustments accounts may be used in the unusual circumstance where the department’s benefits rates fall outside of the available rates used on the Set Benefit Percentage Rates task. Departments should obtain approval from their EC office prior to using these accounts.

Keep in mind that each of the above accounts will have 4 line items corresponding to each employee type including Faculty, TA, A&P, and Classified. Some fields will turn blue upon saving. The School of Medicine users are required to provide supporting detail for the fields which become highlighted in blue.


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9. Click on the Provisional Salary/Benefit Expenses tab to enter provisional salary and

related benefit expense budgets not entered in HCM and save the data.


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Total Salary Related FTE Tab The fourth tab, labeled Total Salary Related FTE, is for informational purposes only. It will be grayed out and will be populated with FTE amounts based on the information entered in the HCM planning pages. If FTE adjustments are needed, return to the HCM planning pages to make the necessary adjustments.

10. Click on the Total Salary Related FTE tab to review FTE amounts.


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Non-Salary Expenses & Adjustments Tab The final tab, Non-Salary Expenses & Adjustments, will be used to enter budgets for both your non-salary expenses, and certain Transfers & Adjustments. When budgeting for non-salary expenses, such as Travel, Rentals & Leases, & Contracted Services, you will notice that the data is pre-populated and is based on the Year Total amount from the Current Year Projections page. The pre-populated data is meant to provide a starting point for your non-salary expense budget, but adjustments can be made to these amounts based on your budget plans for the upcoming fiscal year. Departments may enter the total expense amount per budget category in the Year Total column, but may also enter budgets in specific months or quarters by expanding the plus sign next to Year Total to see all months listed. Amounts in grayed-out fields are pulling in from other forms within Hyperion.

11. Click on the Non-Salary Expenses/Adjustments tab to enter budgets for non-salary expenses and save the data.


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Transfers & Other Adjustments are also budgeted on the Non-Salary Expenses & Adjustments tab, but will be grayed out with the exception of the Equipment Expense and Capital Outlay budget categories. Departments may budget for Equipment and Capital Outlay expenses using these fields, but transfers in and transfers out budgets will need to be coordinated with your EC office. When the list of transfers in and out by PID have been reviewed and approved by the EC office, the EC Office should forward it to their Budget Office Financial Contact for data entry. After the transfers are entered by the Budget Office, they will appear in the grayed out fields on the transfers tab of the Budget Entry web form for the department to review. If your department has debt service, it will also be entered by the budget office and will appear on this tab grayed out. Please be reminded, there should not be any transfers in or out on state funds or on restricted grants and contracts funds.

12. Scroll to the bottom of the Non-Salary Expenses/Adjustments tab to enter Equipment and Capital Outlay budgets and save the data.

13. Users may review the transfers that were entered by the Budget Office.

When you have finished entering your non-salary budgets, be sure to save the data by clicking the save icon from the toolbar in the top left of your screen. To save data, you may also navigate to File, and click Save from the dropdown menu.


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Running and Reviewing the Consolidated Budget Recap Reports

After you have entered your budget in Hyperion, you should then review your budget by using the Consolidated Budget Recap Reports. The Consolidated Budget Recap Reports present consolidated budget information in a Profit and Loss, or P&L, format.

There are three versions of the Budget Recap reports available for review purposes:

1. Budget Recap Report 2. Budget Recap 2 Year Report 3. Budget Recap Report by Fund Group

o The Budget Recap Report can be run for a specific Entity, PID, or fund, or for multiple

entities, PIDs, or funds. Roll-up selections can be made for the Entity or fund criteria. To see all PIDs within an entity or fund selection, choose Total PID. The Budget Recap


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Report is capable of reflecting each Entity, Fund, or PID in a separate column if multiple criteria are selected.

o The Budget Recap 2 year report presents both current year and prior year budget data in adjacent columns for specified criteria. This optional report is an informational tool and can be used to compare the line item budget from the prior year to the current year. Variances are not calculated on the 2 year report.

o The Budget Recap Report by Fund Group presents budget data for a specified Entity or for multiple entities and presents data by fund group and total PID in adjacent columns. For this report, the Entity and budget year should be specified in the point of view window. A specific fund group and PID cannot be selected, but the user will have the ability to expand the report while in the HTML format to see individual fund data. If you need to see data by project ID, you will need to run one of the previously mentioned reports, as this report presents the sum of all PIDs within the specified entity.

Note: The Budget Recap reports can be run from the task list, or they can be run from the Explore tab and exported to Excel. In order to run reports from Explore, users must open Explore first. If Explore is not opened before the task list, the user will receive an error when running the Budget Recap Reports.

Steps to Run the Consolidated Budget Recap Reports and Export to Excel 1. To begin, log in to Hyperion and click Explore.


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2. Expand the HYPPBR folder.

3. Expand the Financial Reports folder.


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4. Click on the Institution folder.

5. Double click on the Budget Recap Report you would like to run. In the following example we will run UTHSCSA Budget Recap.


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6. First, enter the entity by clicking on the member selection icon.

7. Click on the plus sign to expand the institutional roll-up entity, and continue expanding the hierarchies until you locate the intended entity.


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8. Select the Entity and click the arrow to move Entity to the selected box.

9. Or you can type the entity in the search box. After typing the desired entity, click the binocular icon.


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10. Check the box to make your selection. Click OK.

11. After you have made your criteria selection, be sure to remove the Entity roll-up criteria from the selection list. Click the check box beside the Entity roll up and then click the left facing arrow icon to remove it from the selection list.


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12. Next, select a fund group by first clicking on the member selection icon.

13. Expand the fund hierarchy by clicking on the plus sign or type the fund group in the search box using the following naming convention: *Fund_fund group number

When you have typed the fund group, click the binocular icon.


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14. Check the box to make your selection and click OK.

15. After you have made your criteria selection, be sure to remove the All Funds roll-up criteria from the selection list. Click the check box beside the All Funds roll up and click the left facing arrow icon to remove it from the selection list. Click OK.


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16. Lastly, enter the PID by clicking on the member selection icon.

17. Expand the PID hierarchy by clicking on the plus sign or type the PID in the search box using the following naming convention: *PID_project ID number

When you have typed the PID in the search box, click the binocular icon.


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18. Click the check box to make the PID selection. Click OK.

19. After you have made your criteria selection, be sure to remove the Total PID roll-up criteria from the selection list. Click the check box beside the Total PID roll up and click the left facing arrow icon to remove it from the selection list. Click OK.


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20. When you see that all of the criteria have been populated, click OK to run the report.

21. Now that we have reviewed how to make criteria selections by navigating in the selection menus, we will reset the criteria window to demonstrate how to type the criteria directly in the Prompt window.


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22. Recall that the Budget Recap Report can be run for multiple entities, funds, or PIDs. We will now demonstrate how to run the Budget Recap Report for multiple criteria. To enter text in the search fields, you must first check the Edit Member Names box below each member field. Type the criteria you would like to include in the field box separated by a comma and following the naming conventions below:

o DeptID (ex: B5200) o Fund_fund group number (ex: Fund_14001) o PID_project ID number (ex: PID_105710)

When you have entered the intended report criteria, click OK.


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23. The Budget Recap report will open in the HTML form in Hyperion.

Note: While making your report criteria selections, keep in mind that budget data will only be returned for valid point of view intersections. In some cases it may be more useful to select roll-up options for the report criteria to reduce the number of columns returned. If roll-ups are selected, please be mindful that the refresh process runs every 30 minutes to aggregate the Budget changes to the roll-up level dimension. So, if you make changes, you will need to wait at least 30 minutes to run your report at a roll-up level.

The HTML format has drill down capabilities that will allow users to see the account detail which make up the report budget category line items. To drill down, click on the arrows facing to the right next to the report line items. This will expand the line item to show the embedded sub-levels of account data.

24. At this point the Budget Recap report can be exported to Excel. Keep in mind that for report detail to be exported to Excel, it must first be expanded in the HTML format.


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25. To export, navigate to the File menu, hover over Export, and select Excel.

26. When the File download window appears, select Open.


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27. Click Yes if you see this second pop-up window appear.

28. The report will open in Excel.


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Explanation of the Budget Recap Report


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The Budget Recap Reports are presented in the same profit and loss, or P&L format as the Actual-to-Actual and Budget-to-Actual reports you run monthly. Keep in mind that amounts will vary based on the entity, fund and project ID selections.

• The report is designed to calculate Adjusted Margin and Change in Net Position in accordance with Generally Accepted Accounting Principles (GAAP).

• It also categorizes revenues and expenses in accordance with NACUBO (Natural Classification) standards which facilitates the consolidation of the Health Science Center’s financial information with UT System and the State of Texas.

• In addition, all of the PeopleSoft general ledger account codes for revenues and expenses have been grouped into one of these reporting lines. The report can be expanded while in the HTML format to see the General Ledger and Budget accounts that roll up into each reporting line. Refer to the Hyperion SharePoint site for a listing of the P&L account code groupings.

• The financial data presented on the Budget Recap Report comes directly from the budget data you entered in Hyperion.

• In this example, we see budgeted year-to-date accumulated data for fiscal year 2015.

• The Budget Recap report allows you to retrieve data for multiple PIDs or Funds and presents the data in adjacent columns.

It is imperative that users understand the driving forces causing the resulting Adjusted Margin and Change in Net Position.

A positive Adjusted Margin, which is calculated simply as Revenues less Expenses plus Other Non-Operating Adjustments (i.e. State Appropriations), indicates that your revenue collections are sufficient to cover your current operating costs. Conversely, a negative Adjusted Margin indicates current expenses are outpacing revenue generation.

Note: When analyzing your Adjusted Margin, be aware of your Contribution Margin target for non-state funds distributed by your EC office. The contribution margin essentially represents the Adjusted Margin on the report. As previously explained, the Contribution Margin Target provides a required benchmark to budget your non-state funds operations.


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It’s also important to look at the Change in Net Position to consider the impact of total Transfers, since operations are often partially subsidized by other departments, deans and vice presidents, and the President’s office.

A positive Change in Net Position , which is calculated as Adjusted Margin plus or minus total Transfers In and Out, indicates you can cover the overall cost of your operations through independent revenue generation and/or subsidized funding agreements with other areas. If, however, a sizable portion of your costs are being supported by transfers or commitments, you need to consider how long this subsidized funding stream will last in order to develop and implement appropriate action plans prior to the time in which the funding streams have ceased.

A negative Change in Net Position indicates that your current revenue and subsidy streams are insufficient to cover your current operations, and is indicative that a budget revision is warranted.


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Web Forms to Review State Appropriations

After you have entered your budget in Hyperion, you should review your State Funds budget by using the State Appropriation reconciliation web forms to ensure that you have stayed within your assigned state targets. There are three web forms provided to help you review your state appropriations budget to ensure that it is within the state targets. The web forms vary based on the criteria which can be selected.

1. Reconcile Expenses against State Appropriations – Only returns data for the state fund group of 14001.

2. Review State Appropriations for All State – Returns data for all state fund groups. 3. Review State Appropriations for Specific 14XXX Fund – Allows users to select a specific

state fund group.


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Utilize any of these three web forms to ensure that you are within your state targets before promoting your budget to your EC office. If revisions are needed, navigate back to the Make Budget Changes in Hyperion task or to HCM Planning to make the necessary adjustments.

1. To access the State Appropriation web forms, first log in to Hyperion and click HYPPBR.



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4. Expand the Review State Appropriations task.


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5. Click on the web form you would like to access from the task list.

Reconcile Expenses against State Appropriations

1. Click on Reconcile Expenses against State Appropriations from the Dept. User task list.


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2. Select an Entity and PID criteria using the member selection dropdown boxes. When you have made your criteria selections, click the GO button.

Remember that the Reconcile Expenses against State Appropriations web form only returns data for the state fund group of 14001. Therefore, the fund selection cannot be changed.

The Reconcile Expenses against State Appropriations web form is informational. The web form calculates the Total Operating Expenses in fund 14001 for the PID criteria selected, and compares it to the state target amount distributed by the EC office. If the PID has an expense budget which is less than the state target, you will see a positive amount calculated in the field labeled Under/Over distribution. If the PID has an expense budget which exceeds the allowable state target, a negative amount will be calculated.


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Review State Appropriations for All State

1. Click on Review State Appropriations for All State from the Dept. User task list.

2. This web form does NOT allow the option to enter point of view criteria. Instead, data is presented in a hierarchy grid beginning with Department as the first level and displays the corresponding state fund and PID data in the subsequent levels. The ALL State web form also calculates whether a PID is over or under funded, presenting the result in the furthermost right column. Again, if the PID is underfunded, you will see a positive amount. If the PID is overfunded you will see a negative amount.

Note: The data presented in the image below is for test purposes and does not represent real budget data.


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Review State Appropriations for Specific 14XXX Fund

1. Click on Review State Appropriations for Specific 14XXX Fund from the Dept. User task list.

2. Select a State Fund from the dropdown menu and click the GO button.

Data in this web form is presented much like the format of the previous form, but instead it will only present data for the specific fund selected.

Utilize any of these three web forms to ensure that you are within your state targets before promoting your budget to your EC office. If revisions are needed, navigate back to the Make Budget Changes in Hyperion task or to HCM Planning to make the necessary adjustments.


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Promote Budget to EC Office

After you have reviewed and finalized your budget by using the Budget Recap reports and the State reconciliation web forms and have ensured that you are within the state funds and contribution margin targets, you should then promote your budget to your EC office for review. To promote your budget, navigate to the Task List and select Promote Budget.

1. To promote a budget, first log in to Hyperion and click HYPPBR.


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4. Select Promote Budget from the Dept. User Task List.

5. The promotion window will appear on your screen. Use the scroll bar to locate your department ID from the Planning Unit column.


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6. To see the promotional path for your department, click on the icon located in the column labeled Path for your department ID.

A window will open displaying the promotional path, or budget review hierarchy, for your department. This window is an informational tool in case you are not sure which EC office to promote your budget to. Executive Committee roll-up department IDs are identified beginning with an X and drop the last zero of the original ID. For example, department A1200 will promote their budget to the A1000 executive committee department ID, which in Hyperion is coded as XA100. The X9999 code you see is the institutional roll-up department ID and represents the budget office. Keep in mind that the promotional path will vary by department, and in some cases there may be a promotional level between the department level and the EC level. Click OK or X-out to return back to the promotion window.


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7. In the column labeled Planning Unit, click on your department ID to highlight the row.

8. Click Actions, and select Change Status from the menu.


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9. In the Select Action drop down menu click Promote and select the Next Owner in the promotional path using the dropdown box. This may be a user name or group. A text box is available for you to leave comments if needed. Click OK

10. You will receive a message telling you that the Change status has been submitted. Select OK.

After the budget has been promoted, the EC office will review it. If revisions are needed, the EC office can demote the budget back to the department to make the necessary adjustments. Once departmental changes have been made the department will need to promote it back to the EC. When the budget is approved by the EC office, the EC will then promote to the budget office for further review.

After the budget has been approved by all parties, it is consolidated and finalized by the budget office for submission to UT System.

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